Practice Team Assistant

JOB DESCRIPTION About Herbert Smith FreehillsAs one of the world's leading law firms, we advise many of the largest and most ambitious organisations across all major regions of the globe.
With over 5,000 people, including 3,100 lawyers and over 2,000 business services professionals, operating from our global network of offices across Asia Pacific, Europe, the Middle East and North America, Herbert Smith Freehills is at the heart of the new global business landscape providing premium quality, full-service legal advice.We recognise that the success of our business and our clients relies on the skills, knowledge and ideas of all our people.
Our environment is one in which high performance is expected, in return, we will provide you with rewards and opportunities tailored to your personal and professional goals.
The OpportunityPRIMARY RESPONSIBILITIESTo provide support to the relevant Practice Area fee earning colleagues by assisting them in the following areas:Deliver high quality, accurate work whilst managing and responding to changing and competing prioritiesMeet required deadlines and negotiate alternate timeframes when necessary, utilising other in-house services as appropriate (e.g.
Office Operations, Reprographics, Document Production)Implement effective telephone call management and other communication work practices.
Ensure callers and other parties receive a consistent, high-quality service and their expectations are managedPrint, photocopy and scan relevant documents as and when required.
This includes assisting with the preparation of court/counsel bundles, deeds and fee earner working papersFile relevant documents in electronic or hard copy files as and when requiredAssist with fee earner expense claims, cheque requisitions and other banking related admin in a timely mannerManage own email including timely response, filing of emails (including hard copy filing where necessary)Manage the entry of timesheets for fee earners (where relevant) promptly with accurate use of phase and task codes (if required)Assist with the billing administration process which may include the creation of pre-bills, editing of bills and narratives, producing bill cover letters, ebilling set-up/submission and posting onto the system as per firm policy and processAssist with making Intapp client/matter changes such as adding/amending client addresses, third party payers and making changes to agreed rates at the final billing stage.Support the team with meeting the required WIP, billing and debtor's day's targets by generating client matter reports via Expert and rectifying errors and omissions when requiredAssist with the new business intake administration process which may include, conflict checks, file opening forms, anti-money laundering/agreed rates forms and preparing engagement letters including checking for retainersAssist the administrative support relating to the resourcing of fee earners across the Practice Areas.Assist with quick turnaround document work that cannot be sent to DPAssist with the organisation of event/meeting logistics such as booking conference rooms, arranging refreshments, equipment, arranging dial-in details and VC set-up and making restaurant reservations for client lunches/dinners.Assist with point to point travel bookings which may include single/return train/flight tickets, hotel and taxi bookingsAssist with updating client information and relevant databases, following fee earner instructions (e.g.
InterAction)Prepare files for archiving and manage return/retrieval of files following firm guidelinesProvide ad hoc support to the Practice Areas such as assisting with incoming mail, answering the telephones, booking couriers, organising repro/DP submissions, assisting with room moves and any other general administrative dutiesTreat your key relationships as 'internal clients' and demonstrate diligence, professionalism and a commitment to providing them with an exceptional experience including being a key point of contact for the team.Take a keen interest in the Practice Areas, key matters, issues and 'hot topics; so that appropriate priority is given to queries and requests and issues are escalatedAdhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbalTake all necessary steps to ensure you are aware of correct procedures.
Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes.
Demonstrate this in your interactions with othersDemonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial group meetings, firm initiatives, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activitiesTake responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of workingAssist with the creation/management of HSF and client datasites (extranets), building taxonomy in consultation with fee-earners ensuring sites are regularly updated and contain all relevant documentationCreating/amending/checking/uploading deeds schedules within the HSF REDS systemDealing with storage and recalling deeds as requested ensuring records are maintained in line with HSF processKEY PERFORMANCE INDICATORSPractice Area fee earners are satisfied with the level of administrative support they receive (including communication of work in progress) and agree that the quality of support you provide meets expectationsWork produced is consistently accurate and completed as requested, within agreed timeframes and is of a high standardA reputation within the practice group for being an effective, helpful and supportive team memberColleagues (including fee earners and Business Services staff) are confident that they can approach you and will receive a level of assistance that is appropriate in the circumstancesA reputation for being an effective communicator and for working with team members and Business Services teams to achieve positive outcomesCompliance with the firm's and practice group's policies, guidelines and recommended ways of workingActively participates in the firm's annual performance review process, using knowledge of the Business Support Competency Framework to set professional goalsTakes full ownership and responsibility for any absences from the office (including planned and unexpected absences).
This includes leaving work in an appropriate state of order, leaving discoverable and up to date handover information, providing handover and full communication of the absence that is appropriate to the circumstances and in accordance with the process in place for the groupQUALIFICATIONS, SKILLS AND EXPERIENCECandidates to have at least 1 year's experience in an administrative roleTyping speed minimum of 45 wpm with 98% accuracyGood knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint)Excellent written and verbal communication skills with a demonstrated ability to building effective and trusting relationships with people internally and external to the firm.NOTE: Applications for this role will close at midday on Friday 10th January 2025TeamBelfast Office Ops James Brooker Level 2, Office OperationsWorking PatternFull timeLocationBelfastContract typePermanent ContractDiversity & InclusionAt Herbert Smith Freehills you will be part of a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator.
People at our firm come from a range of backgrounds and bring a wide variety of experiences and perspectives to their work with us.
We strive to ensure that our inclusive environment means you feel valued and able to perform at your best by being your authentic self at work.
We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling highly engaged in meaningful work.We understand that you have commitments and personal interests outside of work and we strive to create a working environment based on mutual trust and respect, in which you can perform at your best whilst maintaining sustainable balance across your life.